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How to Count PowerPoint Files in Microsoft 365 After Migration

Muhammad Talha Oct 9, 2026 869 views

Question details

The user needs to find a way to count all newly created PowerPoint presentations across an organization in Microsoft 365 following a tenant migration.

How to Count PowerPoint Files in Microsoft 365 After Migration

Product: Microsoft 365
Device & OS: not provided
Scenario: Generating a post-migration inventory report for specific file types across the entire organization.
Observed behavior: The Microsoft 365 admin center does not provide an out-of-the-box report that counts specific file types like PowerPoint files, requiring a custom script instead.

Before you start

Ensure you have Global Administrator or SharePoint Administrator privileges in your Microsoft 365 tenant and possess basic familiarity with running PowerShell scripts or querying the Microsoft Graph API.

Solution 1Recommended

Use PowerShell or Microsoft Graph to Query SharePoint and OneDrive

Since there is no default admin report, querying SharePoint and OneDrive for Business via PowerShell or Microsoft Graph API is the necessary approach to count specific file extensions.

The Microsoft 365 admin center lacks a native, out-of-the-box report for counting specific file formats like PowerPoint (.pptx) across a company. Administrators must build custom queries to parse SharePoint and OneDrive for Business data.

When running these scripts, be aware that basic queries might miscount files by including temporary versions, document templates, or files residing in the recycle bin. Careful filtering is required.

Configure API Permissions

Navigate to the Microsoft Entra admin center and grant the appropriate Sites.Read.All and Files.Read.All API permissions to your Microsoft Graph application or PowerShell session.

Define File Type and Date Filters

Construct your search query parameters to look specifically for PowerPoint file extensions (e.g., FileType:pptx or FileType:ppt) and apply creation-date filters to isolate files generated strictly after the migration date.

Execute the Query

Run your PowerShell script to invoke the SharePoint Search API or Microsoft Graph endpoints, iterating through all necessary site collections and user OneDrive accounts.

Validate the Output

Cross-reference the script's numerical output with a manual check of a known SharePoint document library to ensure the script is not counting hidden files, system files, or version history duplicates.

Use PowerShell or Microsoft Graph to Query SharePoint and OneDrive

Consult Official Documentation: Always refer to the latest Microsoft Graph reports and SharePoint search documentation when developing your query, as sample scripts found online often require adjustments for your specific tenant environment.

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Manage Your Presentations efficiently with WPS Office

While auditing your organization's Microsoft 365 migration, consider WPS Office as a free, lightweight, and highly compatible alternative for creating, editing, and managing your PowerPoint presentations without the heavy licensing costs.

1. Download and Install: Download WPS Office from the official website and follow the lightweight installation wizard.
2. Open Your Presentations: Launch WPS Presentation and seamlessly open your existing .pptx files downloaded from SharePoint or OneDrive.
3. Edit and Save: Use the familiar interface to edit your slides and save them directly in standard Microsoft formats.

Fully compatible with Microsoft PowerPoint formats (.ppt, .pptx) ensuring seamless file sharing.Lightweight installation with a familiar, easy-to-use tabbed interface.Built-in PDF conversion and advanced presentation tools.Free to use, significantly reducing overall software licensing costs across your organization.

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Frequently Asked Questions

Why can't I see a PowerPoint file count directly in the Microsoft 365 admin center?

Microsoft 365 usage reports are designed to focus on overall user activity, active services, and general storage consumption metrics. They do not provide granular, out-of-the-box directory counts for specific file extensions like .pptx across all sites.

Can I use SharePoint Search to count PowerPoint files instead of Graph API?

Yes, you can utilize the SharePoint Search API via PowerShell to query for 'FileType:pptx' across your tenant. However, you must ensure your administrative account has the proper access permissions to all relevant site collections to get an accurate, tenant-wide count.

What should I do if my PowerShell script returns an error or an incorrect file count?

First, verify that your script has the correct Graph API permissions configured and that your authentication tokens are valid. Next, review your search query parameters to ensure you have excluded hidden files, version histories, and the site recycle bin, which often cause inflated file counts.

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